Project Office Administrator

SUMMARY:
Our Client is seeking a detail-oriented Project Office Administrator to join their team in the Durban office.
As an Administrator, you will report to the Functional Manager and be responsible for office administration tasks related to bridges and buildings projects. Your main duties will include managing office operations, handling financials, and ensuring efficient project coordination.

The ideal candidate should have strong time management skills and a background in office administration. If you have experience in the engineering and technical sectors, this position is perfect for you.

POSITION INFO:

JOB FUNCTION:
Provides administrative support to the Roads and Highways Business Unit.

PERSONAL DEVELOPMENT AND ATTRIBUTES:

• Follows through and delivers results despite obstacles.
• Identifies, analyses, organises and solves problems and issues in a timely and effective manner.
• Delivers required business results; sets and achieves goals and consistently complies with quality standards.
• Optimises use of time to ensure maximum output and delivery, as per required timeframes.
• Works within a team structure.
• Proactively identifies challenges, engages with team and develops and implements solutions, drawing on team strengths.

• Prepares, formats and proof reads technical reports and documents.
• Assists in the preparation of regularly scheduled reports, e.g. Client Reports.
• Takes minutes at meetings and distributes thereof.
• Compiles tenders and ensures documentation is certified timeously.
• Compiles, submits and tracks invoices to clients.
• Processes external supplier’s invoices.
• Delivers and collects documents.
• Handles all office correspondence.
• Files all documentation in accordance with Quality Management System.
• Orders, monitors and distributes stationery for the division.
• Makes travel arrangements for the division.
• Maintains managers’ diaries.
• Captures manager’s or staff’s timesheets on Proman.
• Processes all leave for site staff as an impersonator for on Employee Self-service System (ESS).
• Organises catering and sets up meetings for the division and liaises with HR for budgets.
• Formulates PowerPoint presentations.
• Demonstrates innovation by establishing new administrative best practices processes or initiatives for the division.

• Answers telephones, takes messages and directs calls.
• Provides support and assists with work overflow as needed.
• Performs reception duties for the division.
• Vision system administration.
• Ensures divisional office is tidy.
• Archives all files annually.

• Collates and submits supplier database applications.
• Attends briefings / openings, compiles minutes thereof.
• Timeously and accurately captures, updates and maintains BID information on Vision Software for monthly reporting.
• Updates tender schedule.
• Downloads necessary tender documents and updates tender calendar.
• Assists with compilation of tenders, ensuring it is done correctly and certified timeously.
• Follows up on tender results.
• Co-ordinates, compiles and completes tender documents.
• Co-ordinates collection of tender documents and ensures that tender submissions are made on time.
• Assists with key tender milestones and with tender administration processes to ensure they are accurately completed in order to meet deadlines.
• Manages tender correspondence in line with internal and external guidelines.
• Accurately inputs tender milestone dates in to the Tender Tracker system.
• Assists in the management of data related to the tendering process.
• Ensures all bid submissions are accurately and efficiently compiled, ensuring that all statutory documentation is compliant and included in the tender document.

• Collates invoices for client within the defined deadline of the 5th of the month.
• Follows up on debtors in terms of 45/60 days in liaison with Divisional Manager.
• Follows up on submission of creditors invoices to be received monthly, with constant follow up.
• Maintains project pipeline plan in terms of recovery of debtors and management of outstanding invoices to be processed.
• Adheres to the policy rules as set in the HR-PO-Travel Policy when booking accommodation, flights, etc.

• Office Administration Qualification (Advantageous)
• Compliant with MS Office Suite on an advanced level

• 5 – 10 years’ plus experience in a corporate environment